Writing Skills

E-mail, Meeting minutes, and RFI's; we communicate by writing a lot, but is our message getting across? Our writing is one of the signatures of our work; if we do not communicate well in writing, we will not be received or perceived well.

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E-mail: Wow, it is easy to mess this up fast. We type many of them, and it is easy to get fast and sloppy. Never forget who your audience is; be clear and friendly. Too often, in our rush to answer, we give short, concise answers that appear rude to the reader. Take your time, read over your message, and avoid being overly verbose; be precise. ??????????

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RFI's: Polite clarity; remember that your question can place the architect in an embarrassing position with the Client. Ask the questions with this in mind. Make sure the description is clear and offer solutions if applicable. Your goal is an answer, not an enemy.

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Meeting Minutes: This is an art if done correctly. The readership on meeting minutes is vast, and everyone must be kept in mind. First and foremost, they must be factual, but a poorly worded sentence can change a simple fact into a compromising and embarrassing position between the architect and the Client. Ensure the next course of action is clear and expectations are understood. Keep it professional; this document speaks volumes to the company's professionalism and quality reputation. Finally, this is an important legal document, and your descriptions set the tone in a courtroom.

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The meeting minutes are the first documents usually requested and reviewed, along with the schedule. It contains a ton of information previously agreed to as fact by everyone involved, so in a legal battle, they weigh heavy in the balance. Again, keep your audience in mind; they are not necessarily all at the meeting or reading them in the context of the ongoing events. Three years from now, your description could be the deciding fact that resolves the issue, so keep it clear.

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Voice Mail: Though not written, it is an often-used communication method. Be clear, leave your phone number slowly, and be polite. Your message is recorded, so don't let your words come back to haunt you.

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Management tip:? Read and re-read; editing is essential and requires time, but that is the quality step to ensure you get it right. If it is crucial, have someone else look it over for you; a new set of eyes can put things in a new light.